Sri Lanka Section EXCO meeting 5 : vTools Events

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Sri Lanka Section EXCO meeting 5

#EXCO #meeting #5

Fifth IEEE Executive committee meeting held on 23^rd November 2017 at the Mechanical Engineering Boardroom of the University of Moratuwa

Members Present:

Apologies:

The meeting was called to order by the chair at 9.00 am. The last meeting minutes were circulated. Mr. Peshan proposed that the Minutes are in order while Mrs. Dilrukshi seconded it.

Sponsorships were already received and the event concluded successfully. The chair thanked Dr. Jeewani for organizing the EDC successfully and also in a very elegant manner. As there was a positive balance at the EDC budget it was decided to give tokens of appreciations for the Judges at the AGM.

Professor Ramalatha conducted a workshop at the University of Moratuwa and Mr. Chandana agreed to do the needful to obtain a letter of appreciation from the University.

Sri Lanka Section Congress and award nightIt was also decided to have the next executive committee meeting on the day of awards night at Belihuloya.

It was announced that the Section Congress will be held from 22^nd to the 24^th December. As NSBM was not successful as the venue to host the event, it was moved to the Sabaragamuwa University. Professor Saman Halgamuwa would be delivering the key-note address at the Awards Night.

Prof Kithsiri kindly agreed to check on computer society of Sri Lanka and report the outcome to the next executive committee meeting.

The ICIAfs requested the sole sponsorship. The technical quality of the conference is undisputable; however, few members have raised concerns about financial controllability of the conference. So it was suggested that a mechanism should be enforced to manage finances. Due to technical issues in the way of organizing the conference, the inability of giving the sole sponsorship for the conference was pointed out. The chair took the responsibility of communicating with the conference organizing committee whilst postponing this matter to the next executive committee meeting for a decision.

Prof. Kithsiri agreed to look into this matter while the chair informed that the Chair-Elect will have to take this matter with the forthcoming executive committee as the discussion on this matter was postponed several times due to unavailability of information.

CASS workshops As there is a high potential to form EMBS under the Sri Lanka Section, Mr. Peshan was requested to help to place a petition for the same with Dr. Ruwan Gopura.

Mr. Dheynoshan informed the executive committee that Prof. Mohamed Sohel and three other members will visit Sri Lanka on 1st December 2017. The school of computing, University of Colombo will be the venue for the 3 hour technical meet up. The chair informed the executive committee that the invitation letters have been already sent for visa purposes. Funding for the event comes from CASS. Therefore, the IEEE SL section support for this event is not required. As there may be a difficulty in establishing CASS society under the Sri Lanka Section due to lack of CASS membership, Mr. Dheynoshan was requested to look into the possibility of forming CASS among the student membership.

The website space was already acquired and the development is under progress. It was requested to send articles to update the web. Dr. Jeewani was requested to send an article on EDC along with event photographs.

As the career fair is required to be held in Colombo, it was decided that it cannot be done with the section congress. So the career fair was organized at IESL on the 24^th of November 2017. Mr. Peshan informed the committee that 11 companies are expected for the career fair and 60 participants have already confirmed their participation from different universities. The career fair is open only for IEEE members.

Mrs Dilrukshi was requested to prepare the intended resolutions to the next AGM. If we have the AGM in a 5 star hotel, it is possible to attract a higher membership of IEEE to the AGM. Mrs. Dilrukshi agreed to check on Kingsbury and Shangri-La. Mr. Chandana said that he will check the possible Haleys sponsorship for Kingsbury. The estimated cost per head should be around Rs. 4000/-. A date for the AGM should be fixed in late January or in the first week of February. Tuesday, Wednesday, or Thursday were identified as possible days as the weekend may be costly or unable to reserve with a short notice. Registration will commence at 5.30pm and the AGM will be from 6.00pm to 8.30pm. In addition, awards, tokens of appreciations and prizes to be given at the AGM needs to be discussed and planned.

Any other matters
SS12 international
1. Mr. Chandana informed that if we decided to hold SS12 in Sri Lanka, Prof Ramalatha will request accommodation for approximately 50 overseas persons and space to host the event. The funds for the final awards will be provided by Prof Ramalatha. Rupees 2.5 million money is required to be raised by the section to host the SS12 international event. It was decided that if we can raise the money, it would be better to host the event as it is good for the visibility of the section to the international IEEE community.
The meeting was adjourned at 11.05am.

Dr. Buddhima Subasinghe